How to Build a

Project Management

Information System (PMIS)

with SharePoint 2010

Author: Dux Raymond Sy, PMP, MVP

Instuctor: Tim Cermak, PMP

What is the #1 PM tool today?

Presentation Objectives

In this presentation, you will learn how to utilize SharePoint to build a Project Management Information System (PMIS)

In addition, you'll learn how to:

Build a SharePoint Project Management Information System

Standardize site structure and content

Modify the PMIS to meet collaboration requirements

Effectively track and control schedule, budget and change

Create and disseminate reports in SharePoint to key stakeholders

Integrate common project management tools

Archive a SharePoint PMIS

Agenda

Why SharePoint?

Setting Up a SharePoint PMIS

Adding Project Stakeholders to the PMIS

Supporting Team Collaboration

Efficiently Tracking a Project

Enhancing Project Reporting

Archiving a Project

Summary

Innovative-e

Inspire, Lead, and Be the Catalyst of Organizational Transformation

Expertise

SharePoint for Project Management

Project Management for SharePoint

Custom SharePoint Solutions Development

Microsoft Gold Partner: http://spgur.us/mHQ0aa

World Class Team

Industry recognized thought leadership – published authors,

instructors, speakers

Seasoned executive management

PMPs, Six Sigma, SOX, ITIL, COBIT, RUP, MSCDs, MVP

Presenting Today

Tim Cermak, PMP, MBA, Managing Partner PPM

For more information, connect with me

E-Mail: tim.cermak@innovative-e.com

Twitter: @timcermak

Microsoft Virtual Technical Solution

Professional (VTSP)

Gantthead/Projectmanagement.com SME

Formerly Microsoft PPM PAC Member

Formerly PMI College of Scheduling Board

It’s Nice to Meet You

Your Name

Organization

Role

Expectations

Agenda

Why SharePoint?

Setting Up a SharePoint PMIS

Adding Project Stakeholders to the PMIS

Supporting Team Collaboration

Efficiently Tracking a Project

Enhancing Project Reporting

Archiving a Project

Summary

Courtesy of NicksTrafficTricks.com

Look Familiar?

Let’s Get Priorities in Order

Tools don’t run projects

Relevant project management process

Responsible and accountable people

Realize that Microsoft Project and SharePoint are tools

Relevant project management process is necessary

Project definition and initial planning is needed prior to using

these tools

Project Charter

High-level Scope

Work Breakdown Structure (WBS)

Project Management Maturity

PEOPLE No PM

background

Basic PM

training PM Certification

PROCESS Ad-hoc PM Process

Standardized

Automated

workflows ,

portfolio

reporting

TOOLS Paper, Word,

Excel, Email

Templates,

Scheduling and

Collaboration

Tool

EPM Tool

Level 1: Initial Level 2: Repeatable Level 3: Defined

What’s a PMIS?

A Project Management Information System (PMIS) is a standardized set of automated project management tools available within the organization and integrated into

a system

Used by the project management team to

Support the generation and maintenance of project artifacts

Facilitate communication and feedback

Monitor project activities

Control project changes

Analyze and forecast project performance

Contains real-time information essential for initiating,

planning, executing, controlling, and closing a project

Why SharePoint?

Business Collaboration Platform

Key capabilities

Collaboration

Document Management

Content Management

Business Intelligence

Process Automation

Key components

SharePoint Foundation

SharePoint Server 2010

What if SharePoint is a Car?

Car SharePoint

Purpose:

What’s required?

Purpose:

What’s required?

SharePoint Geek Vagen

SF vs SS

SF is the core technology of Microsoft SharePoint

Considered as the “engine” of SharePoint

Provides document management and team

collaboration tools

Available for free as long as your organization is utilizing Windows Server 2008

SS extends the capabilities of SF

Going back to our car analogy, SS provides extended capabilities such as GPS, a DVD system, Voice Commands, etc.

Extended features include Enterprise search,

Personalization, Enterprise Content Management, etc.

Unlike SF, SS is not available for free

Agenda

Why SharePoint?

Setting Up a SharePoint PMIS

Adding Project Stakeholders to the PMIS

Supporting Team Collaboration

Efficiently Tracking a Project

Enhancing Project Reporting

Archiving a Project

Summary

PMIS Should Enable the Team to

Centralize project information

May include project contacts, calendar, documents, templates, forms, and checklists

The PMIS should be able to maintain history and define who has appropriate access

Facilitate project communication and collaboration

Collaborative activities such as scheduling a meeting, jointly developing a proposal or informally brainstorming on project strategies should be supported by the PMIS

Automate project processes

The ability to automate project processes such as change control should be available in the PMIS

Create PMIS Upon Project Definition

Project definition specifies the five w’s of the project and success criteria

As soon as a project is defined, create a SharePoint site to serve as the PMIS

Central repository for

relevant project artifacts

Controlled access

to stakeholders

Ideally, a SharePoint PMIS site template is utilized

SharePoint Site Hierarchy

SharePoint sites are organized in a hierarchy

Top-level site

Sub-site

Deciding PMIS Hierarchy

With your organization, choose one of the two high-level PMIS hierarchy options:

Single site collection that includes a

top-level PMO site and all project sites are sub-sites

Multiple site collections where each

project site is an independent site collection

Your decision should be based

upon the following three organizational criteria:

Site search requirements

Automated site deletion

Decision making and

reporting structure

SharePoint Café Site Hierarchy

SharePoint Cafe

PMO

City A City B City C

Site Templates

(Demo: SharePoint Café’ Template)

SharePoint comes with site templates for convenient site creation

The template determines the default functionality

Also determines the site’s layout, menus, Web Part positioning, etc.

Custom templates can be created

PMIS Creation

To create a PMIS in SharePoint

You should have the appropriate permission to do so

You can start off with an out-of-the-box site template or use a

custom template created for you

Customizing Your PMIS

Determine if any organizational standards exist for

PMIS look and feel

Navigation

Usability

Project-specific needs

Regional settings

Site usage

Auditing needs

Regulatory compliance

Store project artifacts

Lists

Libraries

SharePoint Lists

A collection of shared information items displayed on a site

Most of the information in a SharePoint site is organized and stored

in lists

Everyone who has access to the site will be able to view lists

Viewing a list is comparable to viewing information in a spreadsheet

Information is displayed in a tabular format made up of rows and

columns

Common Lists (Supplemental Artifacts)

Announcements

Links

Calendar

Survey

Tasks

Contacts

Issues

Creating Lists

Out-of-the-box lists and custom lists can be added to a site

Only site members with the appropriate privileges can do so

Libraries (Supplemental Artifacts)

Files are stored and organized in libraries

Similar to storing files in folders

Libraries are organized in lists

Features and functionalities in lists are mostly applicable to libraries

Multiple types of libraries

Document Libraries

Provides a centralized location

Document storage

Controlled access of documents

Shared Documents is a document library that is created by default whenever a site is created from a site template

Picture Libraries

Used to manage digital images

Although images can be stored in document libraries, image

libraries have special features to view and use graphical content

Picture libraries are created similarly to how lists or libraries are created

Populating Libraries

In a library of a SharePoint site

New Document option creates and stores a Word document

Upload option allows single or multiple document uploads

Using Microsoft Office

Save a document to the document library that is set up as a

network place

Dragging and dropping documents into the library with Windows Explorer

Can be enabled with

“Open with Explorer” feature

What are Web Parts? (Supplemental

Artifacts)

Customizable software component that serves a particular purpose

Created in a Microsoft development environment

Examples:

Displaying data from legacy systems

Streaming stock quotations from an online Web service

Geographically specific weather information

Benefits

Reduces complexity of integrating new site functionalities for non-

programmers

Common Web Parts are available from Microsoft and third-party

providers

Web Part Zones

Web Parts are stored in containers called web part zones

Adding Web Parts

Site owners can add and customize Web Parts

Must be in Edit Page mode

To add Web Parts, from the ribbon interface, under Editing Tools, Insert, click Web Part

To move a Web Part, select and drag the Web Part into another zone

Editing Web Part Properties

Properties of Web Parts can be customized

From an existing Web part, click the drop-down menu, select Edit

Web Part

Custom Web Parts

Although SharePoint comes with a number of useful Web Parts, it is unlikely to handle every situation

Each organization has different unique systems to integrate

Therefore, custom Web Parts need to be created

Examples of custom Web Parts:

Displaying reports (Crystal Reports, SQL Server Reports, etc.)

Integration of Customer Relationship Management tools (CRM)

(SAP, Siebel, etc.)

Stream content from external sources

Custom Web Parts can be downloaded from various online

resources

Agenda

Why SharePoint?

Setting Up a SharePoint PMIS

Adding Project Stakeholders to the PMIS

Supporting Team Collaboration

Efficiently Tracking a Project

Enhancing Project Reporting

Archiving a Project

Summary

The Project Environment

Time and effort are invested in planning project communications

Using SharePoint as your PMIS will impact how you

communicate with project stakeholders

Agenda

Why SharePoint?

Setting Up a SharePoint PMIS

Adding Project Stakeholders to the PMIS

Supporting Team Collaboration

Efficiently Tracking a Project

Enhancing Project Reporting

Archiving a Project

Summary

Project Collaboration

What are typical collaborative activities project team members engage in?

SharePoint Provides Collaboration Tools

Information Management

Centralized Storage

Version Control

Check-in / Check-out

Project Activities

Requirements Gathering

Meetings

Documenting Lessons Learned

Microsoft Office Integration

What is Microsoft Project 2010?

A project management tool that supports

Project Schedule development and management

Planning

Tracking

Resource Management

Project Reporting

It assumes that you

are familiar with a project management process

Create Microsoft Project Plan

Once the WBS is created, create Microsoft Project Plan

Watch: Effectively Planning, Tracking & Controlling Projects

with Microsoft Project 2010 http://bit.ly/aB9vEi

Discussion Boards

Similar to online message boards you may have seen on the Web

Like news groups or Web logs

Provides threaded-discussion capability

Participants can reply to any message in the discussion

Can view discussions hierarchically or as a flat list

Tasks Lists

A list that is intended for task assignments that includes

Start date

Due date

Task priority

% Complete

Description

Indicate task status

In progress

Completed

Deferred

Waiting for someone else

Human Workflow

Businesses depend on processes

The most important processes in many organizations depend

on people

Automating interactions among the people who participate in

a process can improve how that process functions, increasing

its efficiency and lowering its error rate

Using software that supports this kind of human workflow can

make organizations more effective

SharePoint Workflows

SharePoint 2010 comes with various out-of-the-box

workflows

Approval

Collect Feedback

Collect Signatures

Disposition Approval

Group Approval

Translation Management

Issue Tracking

SharePoint Designer and Visual Studio .NET can be used to create custom workflows

Controlling Changes with Workflow

Change request forms can be created with custom lists

Workflows can be leveraged to facilitate the change control process

Change Control with Three State Workflow

SharePoint Search

SharePoint Search

Searches site content, including lists, documents, and list items

Searches basic file types: .doc, .xls, .ppt, .txt, and .htm

IFilters installed on the database server to search other file types (e.g., PDF)

Search varying site collections and content sources

Social search

FAST Search extends SharePoint search by providing

More conversational and visual search

Control of user experience

http://sharepoint.microsoft.com/en-us/Pages/Videos.aspx?VideoID=17

Can create a “FAST Search Center;” Site Actions New Site Browse All

SharePoint Search

Agenda

Why SharePoint?

Setting Up a SharePoint PMIS

Adding Project Stakeholders to the PMIS

Supporting Team Collaboration

Efficiently Tracking a Project

Enhancing Project Reporting

Archiving a Project

Summary

What are you tracking?

Typical areas that are tracked

Schedule

Budget

Change

Project tracking entails

Monitoring

Analyzing

Correcting

Leveraging Microsoft Project with SharePoint?

With Microsoft Project 2010

Schedule can be synched with a SharePoint project task list

Custom fields can be synchronized as well

This means that

Project resources can

enter updates in

SharePoint

Project managers can

synchronize updates with

Project

Custom field information

can be used to generate

reports

Project 2010 Sync with SharePoint:

http://bit.ly/YJthK

Project Task List

Define project tasks, assignments, start date, and due date

Specify task priority

Indicate task status

In progress

Completed

Deferred

Waiting for someone else

Track percentage complete

Track custom infromation

Display information in a Gantt chart view

Excel and SharePoint

There are three ways to utilize Microsoft Excel with SharePoint

Exporting Excel table to a SharePoint list

Synchronizing an Excel table with a SharePoint list by using an

add-in

Interacting with Excel spreadsheets in SharePoint with Excel

Services

Agenda

Why SharePoint?

Setting Up a SharePoint PMIS

Adding Project Stakeholders to the PMIS

Supporting Team Collaboration

Efficiently Tracking a Project

Enhancing Project Reporting

Archiving a Project

Summary

Custom Views

New views can be created to match user or group interest

Creating Views

Custom views can be created

Go to the list

From List Tools, select the List tab,

then click Create View

View format

Creating Reports or Dashboards

Information from the project task list can be displayed in a dashboard through web parts

SharePoint 2010 comes with out of the box charting web parts

Agenda

Why SharePoint?

Setting Up a SharePoint PMIS

Adding Project Stakeholders to the PMIS

Supporting Team Collaboration

Efficiently Tracking a Project

Enhancing Project Reporting

Archiving a Project

Summary

Post-Project Analysis

How effective was the PMIS?

Did the components in the PMIS provide great benefit? Anything

missing?

How well was is adopted by the stakeholders?

Will a similar PMIS be utilized in the future?

Two key areas that project managers should consider

Archiving the PMIS

Creating PMIS templates

Archiving the PMIS

Site backups

SharePoint Central Administration

SharePoint Designer

Third party tools

Save the PMIS as a site template

Include all the content

Reusing the PMIS as a Site Template

An existing SharePoint PMIS can be saved as a site template

All the lists, libraries, views, and Web Parts that were used will be

stored

The content can be optionally stored as well

The site template can be used as a basis for the creation of a new

PMIS

Utilizes Sandbox Solution feature in SharePoint

Agenda

Why SharePoint?

Setting Up a SharePoint PMIS

Adding Project Stakeholders to the PMIS

Supporting Team Collaboration

Efficiently Tracking a Project

Enhancing Project Reporting

Archiving a Project

Summary

What If We Outgrow SharePoint?

As organizational project management maturity increases,

advanced PMIS capabilities will be necessary

Portfolio Management

Resource Management

Advanced Reporting

Various options are available

Third-Party tools

Microsoft Project Server

Microsoft Project for the Masses

Guidance for mid-size orgs with resource and schedule management challenges without standardized PM processes, training and tools

Shows how an organization can get up and running to solve a particular set of problems in the quickest manner possible

A practical approach to get quick wins for both

management and all stakeholders

For more info http://spgur.us/MSPFM

Questions?

E-Mail: tim.cermak@innovative-e.com

Twitter: timcermak

www.innovative-e.com

Summary

In this presentation, you have learned how to utilize SharePoint to build a Project Management Information System (PMIS)

In addition, you have learned how to:

Build a SharePoint Project Management Information System

Standardize site structure and content

Modify the PMIS to meet collaboration requirements

Effectively track and control schedule, budget and change

Create and disseminate reports in SharePoint to key stakeholders

Integrate common project management tools

Archive a SharePoint PMIS

Thank

You!